ACCESS
2002Personalize a
Short Address List
A Webtask
for adult learners

Read
over your rubrics (self-evaluation) for this task before you go on. Click on the arrow, and use the BACK button
on your browser to return to this page. (Use
the BACK button to return to this page)

Access uses tables to
organize information or data. Tables have columns and rows. Columns and
rows (called fields and records in Access) form cells. Cells are the
small spaces where you enter information.

Definitions to Get You
Started

Database
- A collection or a group of related information (data).
Access creates databases with you. A database organizes information or
data. It connects the data you enter. That way, you can find data in a
number of easy ways.

For
example, if you want to create a phone list of your friends, you will
first enter the information for each friend. After that, you can find
that information by searching all last names, or first names, or
cities, or phones, or any other way you want. Look at the list below
in Access.

Table
- A grouping of data organized in columns and rows.

Field
- A defined type of column in a table that contains specific
information, like FIRST NAME, LAST NAME, PHONE . [Notice the fields
defined in the table above.]

Record
- The specific data entered in each row. In the fields mentioned
above, the record for FIRST NAME might be Dan. The record for LAST
NAME might be Morgan.

Cell - the
small spaces where a field and a record meet.

Activity
1- Open and save a database file.

NOTE:
In Access, you must save a file before you can create records.

STEP
1: Open
Access on your computer. Go to START -> PROGRAMS -> MICROSOFT
ACCESS. [You will now
have to toggle (go back and forth) between this Task and your program.
Click ALT +TAB to go between the two windows.]

STEP
2: When
Access opens, you will have some options. If you are using Access 2002
or XP, you will see a panel open.

If
you are using earlier versions of Access, you may see a window
open.

In
either case, select NEW -> Blank Database.
A box will open asking you to save your file. Save it on your computer
as "your initialsdb1.mdb." For
example, if Bob Barley were saving it, he would call it "bbdb1.mdb"
(for bobbarelydatabase1).

A
window will open showing you a blank table in Access. You will use this
database in your next Access Task.

Activity
2 - Open a completed database. Substitute new records for the data
entered.

STEP
1: Click
on the arrow below to open a database with fields entered forFIRST NAME, LAST
NAME, ADDRESS LINE, CITY, STATE, ZIP CODE AND COUNTRY.

When
you click on the arrow, a window will appear. Select SAVE,
and save the file, AddressList.mdb, to your computer.

Open
file:

STEP 2:
Double click on the "
AddressList.mdb" file on your
computer to open it in Access. Awindow will
open in Access. Double click on"Office Address
List."

A database will open
listing a few names and addresses.

STEP 2:
Now you will change the information in each cell.

To change the information for your friends, click in each
cell and simply type the new data -->>Click in the field. Highlight
the text and type directly in the area. You can also click in
the field, delete the data there, and enter your new information.
Enter data for five people. They can be your real or imaginary
friends.

NOTE:
When you add new information, the data is automatically saved in
Access. If you want to undo an entry, go to EDIT -> Undo Typing, or
use the CONTROL +Z keys on your keyboard.

SAVE
YOUR DATA. YOU CAN KEEP THE SAME FILE NAME OR CHANGE IT TO A
NAME YOU LIKE.